Overview
The job holder will provide administrative support within the Probation Service (PS), ensuring that staff and people on probation are supported through efficient processes, maintaining administration systems within specified timescales in order to promote the achievement of team and Divisional objectives. In line with PS policies and procedures, the job holder must at all times demonstrate a commitment to equality and inclusion and an understanding of their relevance to the work they do. This role may involve some out of hours work. The post holder must adhere to all policies in respect of the sensitive/confidential nature of the information handled whilst working in this position.
Responsibilities, Activities & Duties
* Responsible for setting up and maintaining accurate people on probation and victim information on relevant approved databases.
* Ensure the effective administration of referrals to and relationships between offender management, victims, interventions, service providers and external agencies and partnerships to enhance positive outcomes, manage risk, and reduce reoffending.
* Prepare, maintain and collate case and other records, files and management information, in accordance with the standards required.
* Receive and distribute information and communications in an appropriate manner, e.g. telephone, paper, e-mail.
* Provide cover for an effective and efficient reception and telephone enquiry service.
* Act as single point of contact within unit for specialist area of work as required.
* Deal fairly, effectively and firmly with a range of people on probation, some of whom may be in crisis, distress or who may display inappropriate or aggressive behaviour, and to seek appropriate support in accordance with the circumstances and office procedures.
* Make practical arrangements such as appointments, directions, etc., for the implementation of the Sentence Plan.
* Carry out enforcement administration as required.
* Where necessary, issue petty cash/vouchers/warrants for travel costs etc, maintaining appropriate records in line with local office financial procedures.
* Organise the availability of appropriate equipment, materials, and facilities for activities relating to the management of cases.
* Report faulty equipment and/or materials to Manager and arrange for replacement/repair as agreed.
* Maintain appropriate systems to ensure the effective use of general unit resources and make recommendations for improvement as necessary.
* Undertake specific Visor administration tasks in accordance with the procedures.
* Attend meetings as appropriate. Provide support to meetings as required including organising agenda, taking and distributing notes/minutes and action points.
* Ensure all activities are conducted in accordance with Health and Safety policies and procedures, undertake equipment tests as required.
* Provide cover within the unit and to other units within the LDU and Division as appropriate.
* Carry out safeguarding children duties in accordance with the PS statutory responsibilities and agency policies.
* Demonstrate pro-social modelling skills by consistently reinforcing pro-social behaviour and attitudes, challenge anti-social behaviour and attitudes.
* To work within the aims and values of PS and HMPPS.
* Successful applicants may be based a wide variety of office, court, team, or prison locations within the Probation Service. Allocations will be made according to business need.
About the Recruitment Process
To apply to this role you will be required to complete a short application form and detail responses to Civil Service Behaviours and Experience based question. You will also be required to sit the Civil Service Judgement test (CSJT). The CSJT is a two-part test which looks at your ability to make decisions in relation to specific civil service behaviours. If you would like more information relating to reasonable adjustments and the CSJT, please see details here. You can also watch a short video here and find out more about the CSJT and complete a practice test now here. If you are successful in passing this stage, your full application will be sifted once the application deadline has closed. You will then receive further instruction on the progress and outcome of your application. If you are successful in passing both the CSJT and application sift process you will be invited to interview. Take a look at a short video about the Case Administrator Role here.
About the role
Case Administrators are required to work within a variety of settings. There may be opportunities for positions within Probation Delivery Units (PDU), Courts, Prisons, etc., depending on business requirements. These posts will be based in PDUs across the region and the following Probation Service functions include:
* Accredited Programmes, Structured Interventions & Attendance Centres
* Community Integration and Contracts
* Contracts
* Courts
* Integrated Offender Management
* Performance & Quality
* Personality Disorder Projects
* Prisons
* Public Protection (Custody)
* Public Protection (Community)
* The Homeless Prevention Taskforce
* Unpaid Work (community payback)
Case administrators play an important role in the Probation Service, supporting probation staff to work with people on probation. As a case administrator, you'll ensure: all processes run efficiently, systems are maintained properly, probation information is collated and prepared for case files. You'll use your strong communication skills to handle enquiries from colleagues, agencies and people on probation in a busy environment.
Additional Information
Where applicants provide multiple location preferences, reserve lists will be managed in accordance with location preference/s, as indicated in your application. We will appoint in merit list order for each location outlined in the vacancy and hold a separate locational reserve list for each of these locations. After appointments have been made using this locational appointment process, any remaining candidates who met the benchmark for the role will remain on a locational reserve list in accordance with their preferences for 12 months. All offers of employment will be made strictly in merit order, based on your performance throughout the recruitment process. The post is currently advertised without VISOR Vetting to enable appointment to take place as soon as possible; however, VISOR vetting will be required to be completed in due course. Working Arrangements & Further Information
The MoJ offers Hybrid Working arrangements where business need allows. Some roles will not be suitable for Hybrid Working. Arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review. Standard full time working hours are 37 hours per week excluding breaks which are unpaid. HMPPS welcomes part-time, flexible and job-sharing working patterns, where they meet the demands of the role and business needs. All applications for part-time, flexible and job-sharing working patterns will be considered in accordance with the HMPPS Flexible Working policy.
Level of security checks required: DBS Standard. An ability to fulfil all spoken aspects of the role with confidence through the medium of English or Welsh (where specified in Wales). Civil Service Success Profile Criteria: Behaviours – Delivering at Pace, Working Together, Managing a Quality Service, Communicating and Influencing. Experience – Using word processing and spreadsheet software; good keyboard and IT skills including MS Office Word and basic Excel; basic numeric skills. Other information includes: support networks, family friendly policies, flexible benefits, and the Civil Service diversity and inclusion commitments. Details for applying and additional guidance are provided, including information for disability candidates and redeployment opportunities. This description preserves the original information but reorganizes for clarity and adheres to formatting rules.
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